Oregon Secretary of State
Records Retention Schedule 2023-0008
Effective Date: November 2023
Table of Contents
Executive ............................................................................................................................. 1
Archives ............................................................................................................................. 7
Audits ........................................................................................................................... 23
Business Services .................................................................................................................. 27
Corporation ........................................................................................................................... 34
Elections ........................................................................................................................... 41
Human Resources ................................................................................................................. 58
Information Systems ............................................................................................................. 61
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
1
Agency: Secretary of State
Division: Executive
Section: Secretary of State
Program Description
The Secretary of State is an elected constitutional office. The Office of the Secretary of
State is one of three constitutional offices established at statehood. The Secretary of
State serves as auditor of public accounts, evaluating and reporting on the financial
condition and operations of state agencies and overseeing the Municipal Audit Law.
The Secretary of State is the public records administrator, responsible for maintaining
legislative and executive public records, supervising the State Archivist, maintaining
Oregon Administrative Rules, and publishing the Oregon Blue Book. The Secretary is
Oregon’s Chief Elections Officer, responsible for uniformly interrupting and applying
state elections laws. Every ten years, the Oregon Constitution requires the Secretary
of State to redistrict State Senate and State Representative districts if the Legislative
Assembly fails to do so by July 1. The Secretary of State is a member of the State Land
Board with the Governor and State Treasurer. The Executive Division of the Office of
Secretary of State oversees seven divisions and operates under the authority of the
Oregon Constitution and ORS chapters 177, 192 and 240.
Program Records
001 Land Board Issues Records, 1991 – [ongoing] 9 c.f.
Retain permanently, transfer to State Archives at end of administration
002 Oregon State Flag Program Records, 1969 – [ongoing] 1 c.f.
Retain permanently, transfer to State Archives when program sunsets
003 Redistricting Records, 2001 - [ongoing] 10 c.f.
Retain permanently, transfer to State Archives at end of administration
004 Secretary of State’s Constituent Services Correspondence
Retain 5 years, destroy
005 Secretary of State’s Correspondence, 2009 – [ongoing] 2 c.f.
Retain permanently, transfer to State Archives at end of administration
006 Secretary of State’s Oath of Office, 2009 – [ongoing] .5 c.f.
Retain permanently, transfer to State Archives at end of administration
007 Secretary of State’s Official Calendar Records, 2009 – [ongoing] 1 c.f.
Retain permanently, transfer to State Archives at end of administration
008 Secretary of State’s Scheduling Records, 2009 – [ongoing] 2 c.f.
Retain permanently, transfer to State Archives when program sunsets
009 Secretary of State’s Swearing In Ceremony Records, 2009 – [ongoing] .5
c.f
Retain permanently, transfer to State Archives at end of administration
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
2
010 Secretary of State’s Subject Files, 2009 – [ongoing] 2 c.f.
Retain permanently, transfer to State Archives at end of administration
011 Secretary of State’s Trip Files, 2009 – [ongoing] 1 c.f.
Retain permanently, transfer to State Archives at end of administration
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Mailing Lists
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
3
Agency: Secretary of State
Division: Executive
Section: Deputy Secretary of State
Program Description
The Deputy Secretary of State oversees and administers the Archives, Audits,
Corporation, Elections, Business Services, Information Systems, and Human
Resources Divisions. The Deputy Secretary of State manages the day-to-day
operations of the agency divisions; and provides policy advice to the Secretary of
State.
Program Records
012 Deputy Secretary of State’s Oath of Office, 2009 – [ongoing] .5 c.f.
Retain permanently, transfer to State Archives at end of administration
013 Deputy Secretary of State’s Official Correspondence, 2009 – [ongoing] 1
c.f.
Retain permanently, transfer to State Archives at end of administration
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Facilities/Property Records (OAR 166-300-0020)
Agency Assets, Equipment, and Property Records
Building Records
Financial Records (OAR 166-300-0025)
Budget Preparation Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
4
Agency: Secretary of State
Division: Executive
Section: Civics and Election Education
Program Description
The Civics and Election Education program provides educational information to
Oregonians about upcoming elections and Oregon elections law.
The Oregon Kid Governor is part of the Secretary of State’s vision to provide civic
education to ensure future generations know about their local, state, and federal
government and have a hands-on learning opportunity to learn about Oregon’s
voting system. The Oregon Kid Governor program is an innovative and practical
program that illustrates how elections work and how Oregon residents of all ages can
choose to participate in our democratic society. The lessons inspire students to be
lifelong agents of change, active participants in their government, and pre-register
voters by 16 ensuring they are registered by 18. Oregon Kid Governor, both the
program and the student winners, are vehicles for teaching students civic skills and
community mindedness statewide.
Program Records
014 Kid Governor Program Records
a) Retain program administration records 4 years, destroy
b) Retain unsuccessful application materials 3 months, destroy
c) Retain finalist and Kid Governor application materials permanently, transfer
to State Archives after 3 years
015 Mis-, Dis-, and Mal-Information (MDM) Campaign Records
Retain 5 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Mailing Lists
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
5
Agency: Secretary of State
Division: Executive
Section: Communications
Program Description
The Communications program is responsible for writing press releases, overseeing
public relations, writing speeches for the Secretary of State, maintaining relations with
government agencies, and managing internal communications within the Office of
Secretary of State.
Program Records
016 Secretary of State’s Press Releases, 2009 – [ongoing] 1 c.f.
a) Retain final release permanently, transfer to State Archives at end of
administration
b) Retain drafts, work notes, and reference materials 1 year, destroy
017 Secretary of State’s Speeches, 2009 - [ongoing] 1 c.f.
a) Retain final, given speeches permanently, transfer to State Archives at end of
administration
b) Retain drafts, work notes, and reference materials 1 year, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Mailing Lists
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Executive
Section: Policy Development/Legislative Liaison
Program Description
The Legislative Liaison and Policy Advisor’s office is responsible for providing policy
advice on a variety of issues, statewide outreach, and serving as a liaison between the
Secretary of State, the State Land Board, and the Legislative Assembly.
Program Records
018 Original Enrolled Legislative Bills, 2009 – [ongoing] 4 c.f.
a) Retain final enrolled bill permanently, transfer to State Archives after each
legislative session
b) Retain drafts, work notes, and reference materials 1 year after bill enrolled,
destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Legislative Tracking Records
Mailing Lists
Strategic Planning Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Archives
Section: Administration
Program Description
The Administration section of the State Archives includes the State Archivist, who
provides leadership and direction to the Archives Division’s activities and actions
under ORS 192 and 357. The State Archivist manages two programs. Reference
includes Patron Services, Official Documents, and Blue Book. Records Management
includes the State Records Center, Security Copy Depository, and Administrative
Rules. The Archivist has extensive contact with state agencies, local governments and
users, including the legal community, genealogists and the general public. These
contacts help evaluate programs, cooperate on mutual concerns and determine
policies, as well as provide different groups with information. The Archivist evaluates
existing services provided by the division, develops new services, sets standards, and
serves as liaison with federal records programs.
The State Archivist performs all supervisory functions, determines the division’s
budgetary needs, authorizes expenditures, and maintains oversight and control of
expenditures. The Archivist also develops and recommends changes to Oregon
Revised Statutes and Oregon Administrative Rules that have an impact on state and
local agencies and the users of state services.
Program Records
019 Annual Statistical Reports
Retain 10 years, destroy
020 Monthly Statistical Reports
Retain until annual report compiled, destroy
021 Reports, Studies, and Presentations
Retain 5 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Agency Training and Presentation Records
Calendar and Scheduling Records
Project Management Records
Policy and Procedure Guidelines and Manuals Records
Strategic Planning Records
Financial Records (OAR 166-300-0025)
Budget Preparation Records
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Systems of Record
SharePoint
Content Manager (CM)
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
9
Agency: Secretary of State
Division: Archives
Section: Records Management
Program: Administrative Rules
Program Description
ORS 183 directs Oregon state agencies to adopt Oregon Administrative Rules (OARs)
to standardize agency operational policies and procedures. Proposed rules are
published by the Administrative Rules program, debated at public hearings,
amended or adopted, and then filed and published by the Secretary of State’s
Administrative Rules program.
The Administrative Rules program maintains the online Oregon Administrative Rules
Database (OARD). Since 2017, OARD has acted as Oregon’s official Administrative
Rules compilation, as it contains the rules of all of Oregon’s state agencies, boards
and commissions. Additionally, state agencies, boards and commissions use the
OARD to adopt new rules and amend existing ones. The OARD also contains the
Oregon Bulletin, which is an online monthly publication that contains Notices of
Proposed Rulemakings and the full text of recently adopted and amended
administrative rules. The Oregon Bulletin also contains non-OAR items such as
Executive Orders of the Governor and Opinions of the Attorney General (ORS
183.325–183.410).
Program Records
022 Administrative Rules Notices, 1958 – [ongoing] 175MB
(all digital in OARD since 2017)
Retain permanently
023 Advice and Assistance Records
Retain 1 year, destroy
024 Oregon Bulletin
(published digitally from OARD since 2017)
Retain permanently
025 Permanent and Temporary Rule Filings Administrative Orders, ca. 1930 –
[ongoing] 175MB
(all digital in OARD since 2017)
Retain original certificate, order and rule text permanently
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Calendar and Scheduling Records
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Systems of Record
Content Manager (CM)
OARD
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Archives
Section: Records Management
Program: Oregon Records Management Solution (ORMS)
Program Description
The Oregon Records Management Solution is a state-wide program that provides
electronic records management tools and assistance to participating agencies at all
levels of Oregon government. The Records Management Unit operates ORMS in
conjunction with private partners Chaves Consulting and Arikkan, Inc. Members of
the records management unit assist agencies in project planning, software
configuration, and end user training, and provide ongoing technical support.
Members of the unit also create various training materials, aids, and guides to assist
agency users.
Program Records
026 Implementation Planning Records (includes first records/builds/planning
sessions/justification, significant technical discussions)
Retain 1 year after agency leaves ORMS, destroy
027 ORMS Support correspondence
Retain 1 year, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Agency Training and Presentation Records
Calendar and Scheduling Records
Mailing List Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Archives
Section: Records Management
Program: Records Management Services
Program Description
The Records Management program provides advice and assistance on records and
information management issues to state and local government agencies, universities,
community colleges, educational service districts, school districts, boards and
commissions. The program produces and updates special and general records
retention schedules for all government agencies and identifies Oregon public
records with long-term historical value for permanent retention in the State Archives.
The program also develops and presents classroom and web-based training
materials for state and local agency records officers.
Program Records
028 Advice and Assistance Records
(a) Retain Statutory, Administrative Rule, and Special Schedule advice 3 years,
destroy
(b) Retain guidance documents until superseded or obsolete, destroy
029 Records Management Presentations
Retain 2 years, destroy
030 Records Retention Schedules – Final Product
Retain 10 years after superseded or obsolete, destroy
031 Records Retention Schedule Project Records
Retain 1 month after schedule superseded or obsolete, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Agency Training and Presentation Records
Calendar and Scheduling Records
Mailing List Records
Staff Meeting Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Archives
Section: Records Management
Program: Security Depository
Program Description
The Security Depository program provides environmentally controlled and secure
microfilm storage for state and local government agencies. Custody of deposited
microfilm remains with the depositing agency. The program administers and enforces
microfilm standards for clients and vendors and receives and maintains agency
microfilm for security purposes. Program staff inspects each roll of microfilm prior to
acceptance for compliance with Archives Division rules and internationally accepted
standards. The Security Depository program monitors the temperature and humidity
in the microfilm vault to ensure the existence of ideal storage conditions and inspects
10 percent of its holdings annually for microfilm deterioration issues.
Program Records
032 Microfilm Accession Inspection Records
Retain 10 years after microfilm deaccessioned, destroy
033 Microfilm Deaccession Authorizations
Retain 75 years, destroy
034 Microfilm Loan Records
Retain 1 year after records accession disposed of, destroy
035 Microfilm Transaction Requests
Retain 1 year, destroy
036 Microfilm Transmittals - Permanent
Retain permanently
037 Microfilm Transmittals – Non-Permanent
Retain 10 years after microfilm de-accessioned, destroy
038 Microfilm Yearly Inspection Records
Retain permanently
039 Security Depository Microfilm Transmittals – Permanent Records
Retain permanently
040 Security Depository Transaction (Log) Records
Retain 10 years, destroy
041 Temperature and Humidity Monitoring Records
Retain 5 years, destroy
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Postal Records
Facilities/Property Records (OAR 166-300-0020)
Agency Assets, Equipment, and Property Records
Systems of Record
FileMaker Pro
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Archives
Section: Records Management
Program: State Records Center
Program Description
The State Records Center houses, maintains, and destroys inactive records of state
agencies pursuant to approved records retention schedules. Agencies elect to store
records at the State Records Center for a fee, with records remaining in the custody
of the depositing agency. The State Records Center provides a secure location for
records storage. The Records Center also retrieves records from storage at agency
request, arranges for destruction once records have met their designated retention,
and transfers records with a permanent retention to the State Archives.
Program Records
042 Advice and Assistance Records
Retain 1 year, destroy
043 Authorized Agency Records Requester List
Retain until superseded or obsolete, destroy
044 Confidential Destruction Receipts
Retain 4 years, destroy
045 Records Center Accession Control Log [Ended 2019]
Retain 75 years, destroy
046 Records Center Assessment Records
Retain 10 years, destroy
047 Records Center Records Requests
Retain 5 years, destroy
048 Records Center Records Transmittal Requests
Retain 3 years, destroy
049 Records Center Records Transmittals – Non-Permanent
Retain 10 years after accession destroyed, destroy
050 Records Center Records Transmittals – Permanent
Retain 2 years after transferred to the State Archives, destroy
051 Records Disposition Records
Retain 75 years after records disposition, destroy
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Facilities/Property Records (OAR 166-300-0020)
Agency Assets, Equipment, and Property Records
Systems of Record
Content Manager (CM)
FileMaker Pro
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
17
Agency: Secretary of State
Division: Archives
Section: Reference
Program: Official Documents
Program Description
The Official Documents program receives and files various records that are required
by statute to be filed with the Secretary of State. These records document
government actions, including annexations, city mergers, and special district
agreements; city and county agreements; county home rule charters; extradition
warrants and requests; appointment of and oaths taken by government officials;
commission activities; Governor’s executive clemencies and orders; and resolutions.
The program receives reports of state revenue generated through a variety of
sources, such as cigarette taxes, lottery transactions, and United States federal
mineral leases. The program also maintains a file of signatures of individuals
authorized as state agency signers. The responsibility for recording and maintaining
state-owned deed transactions and records was transferred from the Secretary of
State’s Official Documents program to the Department of State Lands in 1993.
Program Records
052 Agency Authorized Signers Records
Retain 25 years, destroy
053 Agency Authorized Signers – Registrars of Vital Statistics Records, 1993 –
[ongoing] 1 c.f.
Retain permanently
054 Appointments and Oaths of Office, 1878 – [ongoing] 32 c.f.
Retain permanently
055 Appointments and Oaths of Office – Boards, Commissions, Task Force
Members
Retain 15 years, destroy
056 Department of Commerce Census Reports
Retain 1 month after superseded or obsolete, destroy
057 Extradition Records
Retain 75 years, destroy
058 Governor’s Official Filings, 1859 – [ongoing] 4 c.f.
Retain permanently
059 Local Governments and Commodity Commissions General Administrative
Filings
Retain 15 years, destroy
060 Official Documents Indexing Records
Retain until superseded or obsolete, destroy
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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061 Official Filings, 1859 – [ongoing] 61 c.f.
Retain permanently
062 State Revenue Distribution Reports
Retain 15 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Mailing Lists
Systems of Record
Content Manager (CM)
FileMaker Pro
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
19
Agency: Secretary of State
Division: Archives
Section: Reference
Program: Oregon Blue Book
Program Description
The Secretary of State has statutory responsibilities to publish the Oregon Blue Book,
a state almanac and reference directory to Oregon government (ORS 177.120). It
contains listings and functional descriptions of state and local government agencies
and educational institutions, as well as photographs, facts about state history, and
information on the arts and media in Oregon. The Oregon Blue Book program
solicits, compiles, edits, and formats Blue Book content, and publishes the book. A
copy of the Blue Book is given to Oregon’s public schools, government agencies and
legislators, as well as some federal agencies and lawmakers biennially. The
Publications program distributes these free copies, and the Business Services Division
handles sales distribution and payments. The Oregon Blue Book is published in odd-
numbered years.
Program Records
063 Oregon Blue Book
Retain 1 copy, transfer to State Archives after publication printed and accepted
064 Oregon Blue Book Photo Contest Entries
(a) Retain 1 copy of winning entries permanently, transfer to State Archives
(b) Retain all other entrants 3 months after contest closed, destroy
065 Oregon Blue Book Photographs, ca. 1907 – [ongoing] 5 c.f.
(a) Retain photographs used in print edition permanently, transfer to the State
Archives
(b) Retain all other photographs until no longer needed, destroy
066 Oregon Blue Book Student Essay Contest Entries
(a) Retain 1 copy of winning entries 1 year after publication, destroy
(b) Retain all other entrants 3 months after contest closed, destroy
067 Oregon Blue Book Video Recordings, 2023 – [ongoing] 2GB
(a) Retain video recordings used in the Digital Blue Book permanently, transfer
to State Archives
(b) Retain all other video files until no longer needed, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Mailing Lists
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
20
Systems of Record
SharePoint
Content Manager (CM)
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
21
Agency: Secretary of State
Division: Archives
Section: Reference
Program: Reference Services
Program Description
The Reference Services program preserves and provides access to the permanently
valuable records of Oregon government in the custody of the State Archivist.
Reference archivists assist patrons with the use of materials and respond to requests
for information from the State Archives’ holdings. The program negotiates the
transfer of historic records from state and local government agencies, accessions
these records into the State Archives holdings, and creates finding aids for the use of
those records. The program also inventories historically valuable records held by
local governments and refers interested patrons to the local government holding
them. The program uses State Archives holdings to create historical exhibits to
display within the State Archives building and on the State Archives website. The
program also reappraises its holdings and de-accessions records without historical
value. State Archives’ patrons include members of the general public, government
agencies, private businesses, genealogists, and students of all ages.
Program Records
068 Accession Register, 1992 – [ongoing] 1 c.f.
Retain permanently
069 Archives Records Deaccession and Destruction Authorization Records
1946 – [ongoing] 2 c.f.
Retain permanently
070 Archives Records Transmittals, 1946 – [ongoing] 15 c.f.
Retain permanently
071 Exhibit Loan Records
Retain 1 year after loan returned, destroy
072 Exhibit Preparation Records
a) Retain final product 10 years, destroy
b) Retain drafts, supplemental materials, and other preparation materials 2
years, destroy
073 Finding Aids
Retain 1 month after superseded or obsolete, destroy
074 Patron Registration Records
Retain 2 years after date of last activity, destroy
075 Records Transfer Authorization Records
Retain 3 years, destroy
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Edition: November 2023 Schedule Number: 2023-0008
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076 Records Use Forms
Retain 1 year, destroy
077 Reference Requests
Retain 1 year, destroy
078 Registration Number and Locker Key Log
Retain 1 year, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Calendar and Scheduling Records
Facilities/Property Records (OAR 166-300-0020)
Agency Assets, Equipment, and Property Records
Systems of Record
Content Manager (CM)
FileMaker Pro
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Audits
Section: Administration
Program Description
The Oregon Audits Division is responsible for providing audit services and oversight
to state and local government entities per ORS 297, which establishes the Secretary
of State as the State Auditor. The director of the division and staff represent and carry
out the duties and functions of the State Auditor. Division staff conduct performance,
financial, and information technology audits, provide oversight for municipal audits,
and maintain a government waste hotline. The administrative staff provide the
division with general support for the municipal audit program, project management
system, training program, and division purchases. The Audits Division also conducts
risk assessments and reviews, issues an annual audit plan, responds to Joint
Legislative Audit Committee (JLAC) requests, responds to public records requests,
and works with the SOS Business Services Division to prepare the biennial audit
allocation and quarterly audit assessments.
Program Records
079 Biennial Assessments
Retain 10 years after end of biennium, destroy
080 Project Management Records
Retain 10 years after close of project, destroy
081 Training Records
Retain 7 years after training date, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Administrative Rule Preparation Records
Public Records Disclosure Request Records
Personnel Records (OAR 166-300-0040)
Systems of Record
Open Air
TRAINING
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Audits
Section: Government Waste Hotline
Program Description
The Secretary of State is charged with maintaining a toll-free hotline for the public
and state employees to report waste, inefficiency, or abuse by state agencies, state
employees, or persons under contract with state agencies (ORS 177.170). The Audits
Division carries out this responsibility through a confidential, 24-hour hotline, and
conducts investigations of potential misuses of state resources by state agencies,
local governments or contractors receiving state funds from state agencies. The
Audits Division also receives reports of waste, inefficiency, or abuse via electronic and
postal mail. All reports of waste, inefficiency and abuse received by the program are
logged.
Program Records
082 Government Waste Hotline Log Records
Retain 7 years after case closure, destroy
083 Government Waste Hotline Annual Report
Retain 20 years after issue date, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Systems of Record
Navex (Call/Report Log)
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Audits
Section: Municipal Audit
Program Description
The Audits Division is responsible for administering the Municipal Audit Law (ORS
297), which holds Oregon municipalities accountable for the expenditure of public
funds and its fiscal affairs. The Audits Division, in cooperation with the Board of
Accountancy, and in consultation with the Oregon Society of Certified Public
Accountants, prescribes minimum standards for conducting municipal audits and
preparing municipal audit reports, which are submitted to the Audits Division. The
Audits Division reviews a sample of these municipal audits for compliance with
professional auditing and reporting standards and the Municipal Audit Law.
Program Records
084 Municipal Audit Desk and Field Review Records
Retain 5 years after completion date, destroy
085 Municipal Audit Reports
Retain 10 years after fiscal year-end, destroy
086 Municipal Correspondence
Retain 5 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Systems of Record
MUNICIPAL
Oregon State Archives
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Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Audits
Section: State Agency Audit
Program Description
The State Agency Audit program conducts financial, performance, and information
systems audits of state agencies.
Program Records
087 Assessments
Retain 10 years after inactive date, destroy
088 State Agency Audit Final Reports
Retain 30 years, destroy
089 State Agency Audit Work Papers
Retain 7 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Calendar and Scheduling Records
Systems of Record
Team Central
TeamMate
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
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Agency: Secretary of State
Division: Business Services
Section: Administration
Program Description
The Business Services Division (BSD) operates under the authority of ORS 177.050,
ORS 177.120 and OAR 167, and provides centralized business and administrative
support for the Secretary of State agency. The BSD Administration program sets the
strategic direction and oversees the operation of the division. BSD Administration
works with the agency to develop consistent financial policies and programs in
accordance with generally accepted financial rules, regulations, policies and best
practices. The program also coordinates health and safety initiatives, including the
division’s development of emergency response plans and procedures, incident
reporting, risk assessment and management, and insurance claims. The director of
the division serves as the agency’s safety officer and records officer.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Administrative Rule Preparation Records
Legislative Tracking Records
Lobbyist Records
Staff Meeting Records
Facilities/Property Records (OAR 166-300-0020)
Agency Assets, Equipment, and Property Records
Emergency Response Plans and Procedures Records
Systems of Record
SFMA
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
28
Agency: Secretary of State
Division: Business Services
Section: Accounting
Program: Cash Receipts and Disbursements
Program Description
The Cash Receipts and Disbursements program provides fiscal support services for
all divisions of the Office of Secretary of State. Responsibilities include managing,
auditing, and processing transactions for accounts receivable; processing and
recording daily revenue; and processing all asset, liability, expenditure and revenue
transactions on the Statewide Financial Management Application (SFMA). The Cash
Receipts and Disbursements program also tracks fees and filings of municipalities for
the Audits Division and reconciles fixed asset accounting records.
Program Records
090 Credit Suspense List
Retain 1 month after superseded or obsolete, destroy
091 Uncollected Fees Records
Retain 1 month after fees returned by collection agency or until debt written off
pursuant to ORS 293.240, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Signature Authorization Records
Facilities/Property Records (OAR 166-300-0020)
Asset Inventory Records
Systems of Record
Content Manager (CM)
DIS
ManageEngine
MUNI
OregonBuys
SFMA
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
29
Agency: Secretary of State
Division: Business Services
Section: Accounting
Program: Financial Reporting
Program Description
The Financial Reporting program prepares the Secretary of State agency’s portion of
the statewide, Annual Comprehensive Financial Report (ACFR). The program is also
responsible for reporting to the federal government on the federal funds allocated to
and spent by the agency. Financial Reporting also prepares for the Office of Secretary
of State’s external agency audit.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Facilities/Property Records (OAR 166-300-0020)
Asset Inventory Records
Systems of Record
SFMA
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
30
Agency: Secretary of State
Division: Business Services
Section: Accounting
Program: Payroll
Program Description
The Payroll program handles all payroll-related accounting functions for the Secretary
of State agency. The program coordinates employee benefits, tax withholdings and
deductions, and ensures compliance with applicable rules, regulations, and policies.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Payroll Records (OAR 166-300-0035)
Systems of Record
PEBB
SFMA
Workday
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
31
Agency: Secretary of State
Division: Business Services
Section: Budget
Program Description
The Budget program compiles the Secretary of State agency budget. The program’s
other responsibilities include coordinating budget preparation activities between the
Department of Administrative Services, Legislative Fiscal Office, and the divisions of
the Office of Secretary of State. After obtaining budget approval, the program
provides the divisions with expenditure patterns and forecasts, advises on budget
adjustments, and prepares Emergency Board Requests.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Financial Records (OAR 166-300-0025)
Budget Preparation Records
Emergency Board Request Records
Expenditure and Revenue Report Records
Legislatively Adopted Budget Records
Systems of Record
ORBITS
ORPICS
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
32
Agency: Secretary of State
Division: Business Services
Section: Business and Cash Management
Program Description
The Business and Cash Management program receives and processes all cash and
cash equivalents received. The program verifies deposit, lockbox, and credit card
transactions to reconcile to Treasury, bank, and agency records. The program also
processes refunds through the Deposit Interface System (DIS) and submits to the BSD
Accounting program for approval. Program staff maintains the Blue Book database
to monitor daily Oregon Blue Book distribution and inventory levels and prepares
Oregon Blue Book invoicing and collections. Business and Cash Management
program personnel also sort and deliver all incoming agency mail by division.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Financial Records (OAR 166-300-0025)
Credit Records
Deposit Slip Records
Systems of Record
Asset Panda
DIS
SFMA
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
33
Agency: Secretary of State
Division: Business Services
Section: Procurement and Operations
Program Description
The Procurement program handles contract administration for the Secretary of State
agency. Contracts cover goods and services, maintenance, and agreements with
other governmental entities. Program responsibilities include executing contracts,
monitoring contract compliance and adherence to timelines and budgets, and
resolving contract problems. The program also develops contract documents,
including the invitation to bid (ITB), and requests for proposal or quote (RFP and
RFQ). The Operations program maintains form inventory in the stockroom; receives,
sorts, and distributes all incoming mail and deliveries; processes surplus property
and handles all facility related requests and projects.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Contracts, Leases, and Agreements
Facilities/Property Records (OAR 166-300-0020)
Financial Records (OAR 166-300-0025)
Competitive Bid Records
Systems of Record
OregonBuys
ManageEngine
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
34
Agency: Secretary of State
`Division: Corporation
Section: Administration
Program Description
The Administration program of the Corporation Division includes the division
director, who is responsible for strategic planning and direction of the division’s
activities. The Administration program works with the Business Services Division to
formulate the division’s biennial budget and tracks the budget throughout the
biennium. The program is also responsible for outreach through publications, such as
the Oregon Business Guide publications, the Notary Public Guide, and the Oregon
Business Report. The program holds contested case hearings under ORS 183. The
director collaborates with other state agencies on business registration issues and
initiatives. In particular, the director works with the Business Law section of the
Oregon State Bar regarding potential legislative changes to statutes governing
business entities in Oregon.
Program Records
092 Corporation Division Contested Cases
Retain 10 years after case closed, destroy
093 Notary Public and Business Guide Publications
Retain until superseded or obsolete, destroy
094 Statistical Business Reports
Retain 20 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Administrative Rule Preparation Records
Legislative Tracking Records
Policy and Procedure Guidelines and Manuals Records
Systems of Record
Content Manager (CM)
OES (Network Drive)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
35
Agency: Secretary of State
Division: Corporation
Section: Business Registry
Program Description
The Business Registry program operates under ORS chapters 56, 58, 60, 62, 63, 65,
67, 70, 128 and 554, which govern the creation, conduct, and dissolution of
businesses in Oregon. The program is non-regulatory, responsible for maintaining
and providing a public record of large and small businesses operating in Oregon.
This information is available to the public, legal professionals, and other businesses
and agencies through the Corporation Division website, or by verbal or written
request. The above statutes direct businesses operating in Oregon to file
organizational documents with Business Registry including articles of incorporation or
organization, applications for business trust, certificates of limited partnership,
amendments to organizational documents, and documents of dissolution.
Corporations, limited partnerships, business trusts, limited liability companies and
limited liability partnerships must certify filing information annually, and file
amendments updating the information whenever changes occur.
In accordance with ORS 648, the program also provides a public record of assumed
business names and any amendments, renewals, or dissolutions. An assumed
business name filing provides the name and contact information of the registered
party or individual responsible for a business. Generally, smaller businesses file these
documents instead of filing as business entities.
The Business Registry program logs notifications (i.e. summonses and complaints) of
legal action against business entities that cannot be located. The program also
registers trade and service marks and a small number of union labels and fraternal
insignias (ORS 647, 649, 661).
Businesses file notices of intent to hold Going Out of Business sales with the program
(ORS 646A.102). The Oregon Department of Justice is responsible for enforcing the
law’s provisions.
The Secretary of State Business Services Division receives and processes payments
required for business registration with the program. The Business Registry program
has the authority to administratively dissolve any business that fails to submit the
required business registration fee.
Program Records
095 Assumed Business Name Filing Records
Retain permanently, transfer to State Archives after administrative need ends
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
36
096 Business Entity Filing Records, 1850 – [ongoing]
Retain permanently, transfer to State Archives after administrative need ends
097 Going Out of Business Program Records
Retain 2 years, destroy
098 Legal Services Log Records
Retain 15 years, destroy
099 Non-Sufficient Fund Payment Records
Retain 1 year, destroy
100 Trade and Service Mark Registration Records, 1864 – [ongoing]
Retain permanently, transfer to State Archives 5 years after registration
becomes inactive
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Systems of Record
BERI (DP04)
BR TRADEMARKS
Content Manager (CM)
CORP CENTRAL FILING
GOING OUT OF BUSINESS
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
37
Agency: Secretary of State
Division: Corporation
Section: Notary Public
Program Description
The Notary Public program appoints and commissions individuals as notaries public
of the State of Oregon (ORS 194, OAR 160 Division 100). The program administers
application examinations, investigates complaints of notarial misconduct, and
enforces administrative sanctions. As keeper of the public record of Oregon’s notarial
commissions, it authenticates Oregon notaries and certifies their status. Under the
Hague Convention laws, the program has the power to affix apostille certificates to
documents notarized in Oregon to certify the document to a foreign country. The
program also develops educational activities for Oregon notaries, including
publishing a Notary Public Guide and other materials, and conducting notary
seminars statewide. The Business Services Division processes any fees associated
with notary filing.
Program Records
101 Notary Certificates Index
Retain 4 years, destroy
102 Notary Public Complaint and Revocation Records
Retain 10 years after notarial commission expiration, destroy
103 Notary Public Journals of Terminated Commission
Retain 10 years after notarial commission governing last entry expires, destroy
104 Notary Public Registrations
Retain 30 years after notarial commission expiration, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Agency Training and Presentation Records
Systems of Record
Content Manager (CM)
NOT_INT
NOTARY APOSTILLE
NOTARY EDUCATION ONLINE
NOTPROD
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
38
Agency: Secretary of State
Division: Corporation
Section: Office of Small Business Assistance
Program Description
The Office of Small Business Assistance helps businesses as they interact with state
agencies and local government. Where necessary, the office acts as an ombudsman
for businesses when they have difficulties meeting agency requirements or getting
timely responses from regulatory programs. The office generates reports on
complaints received and the resolution of issues it addresses.
Program Records
105 Small Business Case Files
Retain 10 years after closure, destroy
106 OSBA Case Reports
Retain 10 years after publication, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Agency Training and Presentation Records
Systems of Record
Salesforce
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
39
Agency: Secretary of State
Division: Corporation
Section: Uniform Commercial Code
Program Description
The Uniform Commercial Code program is responsible for providing a public record
of secure transactions for personal property. Its purpose is to record, retain, and
retrieve information concerning Uniform Commercial Code (UCC) filings. These
filings are renewable and amendable. This service exists to reduce the risk of
creditors by establishing a security interest incurred by a debtor, so that the priority of
claims may be proven in case of bankruptcy or default; and by providing information
on financing statements and liens to interested parties. The UCC is a set of laws
adopted into statute (ORS 79) by the 50 states to develop common standards for
dealing with business law questions about secured transactions. The program also
files some non-UCC liens for agricultural produce, and public finance projects. The
Secretary of State Business Services Division collects and deposits all UCC filing fees.
Program Records
107 EFS Master and Subscriber Lists
Retain 5 years, destroy
108 Farm Product Filings and Registrations (EFS)
Retain 1 year after notice expires or is terminated, destroy
109 Lien Search Request Records
Retain 90 days, destroy
110 Statutory Liens
Retain 1 year after notice expires or is terminated, destroy
111 UCC Financing Statements
Retain 1 year after statement expires, destroy
112 Wrongful Filing Protest
Retain 1 year, destroy
113 Wrongful Filing Contested Cases
Retain 6 years after final order, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
40
Systems of Record
Content Manager (CM)
UNIFORM COMMERCIAL CODE (UCC)
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
41
Agency: Secretary of State
Division: Elections
Section: Administration
Program Description
The Secretary of State is designated as the Chief Elections Officer of Oregon. The
Elections Division interprets, applies, and enforces election laws, provides election
information to the public, and maintains elections documents relevant to programs of
the Elections Division. The Elections Division operates under the authority of the
Oregon Constitution and ORS Chapters 246-260 and is responsible for
implementation in Oregon of federal election law, including the National Voter
Registration Act and the Help America Vote Act of 2002.
Program Records
114 Elections Division Correspondence
Retain 5 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Legislative Tracking Records
Policy and Procedure Guidelines and Manuals Records
Public Records Disclosure Request Records
Systems of Record
Content Manager (CM)
EBS
OCVR (Retired 2023)
ORESTAR
ORVIS
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
42
Agency: Secretary of State
Division: Elections
Section: Advisory Council(s)
Program Description
The Translation Advisory Council is the result of HB 3021 passed by the State
Legislature in 2021. Portions of state and county voters’ pamphlets are translated
under the authority ORS 251 in accordance with OAR Ch. 165 Division 24. Languages
of translation (Council languages) are determined through formulas outlined in
statute, using the most recent U.S. Census data. Council members review translated
voters’ pamphlet information to ensure accuracy and retain the original tone and
meaning in a culturally appropriate manner. The Council may also make
recommendations to the Secretary on related matters as needed.
Members are appointed by the Secretary on a nonpartisan basis. The Council is
comprised of five at-large members and translator member positions proportional to
the number of limited English proficient Oregonians who speak Council languages.
Members serve two-year terms and may be reappointed for a total of six years.
Program Records
115 Translation Advisory Council Statewide Ballot Measure Information
Translation Review Records, 2022-Ongoing, 1.2 GB
Retain Permanently, transfer to State Archives 4 years after election date
116 Translation Advisory Council State Voters’ Pamphlet General Information
Translation Review Records
Retain 6 years after election date, destroy
117 Translation Advisory Council County Voters’ Pamphlet Translations
Preparatory and Review Records
Retain 6 years after election date, destroy
118 Translated County Voters’ Pamphlets, 2022-Ongoing, 80MB
Retain permanently, transfer to State Archives 4 years after election date
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Board and Commission Records (OAR 166-300-0017)
Personnel Records (OAR 166-300-0040)
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
43
Agency: Secretary of State
Division: Elections
Section: Campaign Finance Reporting
Program Description
Oregon campaign finance reporting is governed by the Oregon Constitution, Article
II; ORS 260; and OAR 165, Division 12. The Campaign Finance Disclosure program
receives and examines filings by state and local candidates, political action
committees, petition committees and independent expenditure filers. ORS 260
requires filers to continuously disclose campaign finance activity electronically using
ORESTAR (Oregon Elections System for Tracking and Reporting) unless they qualify
for an exemption.
Division staff respond to written and verbal inquiries about campaign finance
disclosure requirements and provide feedback to filers based on their disclosures.
The public may access campaign finance disclosures and reports by using ORESTAR
or through the Division’s website.
Program Records
119 Contribution and Expenditure Statements
Retain 20 years, destroy
120 Contribution and Expenditure Transaction Filing Reports
Retain 2 years, destroy
121 Exam Letters and Amendment Review Notifications
Retain 6 years, destroy
122 Spot Check Request Records
Retain 6 years, destroy
123 Statements of Organization
Retain 20 years, destroy
124 XML Validation Reports
Retain 2 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Forms Development Records
Policy and Procedure Guidelines and Manuals Records
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
44
Systems of Record
Content Manager (CM)
EBS
ORESTAR
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
45
Agency: Secretary of State
Division: Elections
Section: Candidate Filing and Political Party Formation
Program Description
The Candidate Filing and Political Party Formation program is governed by ORS 248
and ORS 249 and the Oregon Constitution. The division receives, examines and
maintains political party formation documents, candidate filing forms by fee and
petition, nominating petition signature sheets, assembly of elector notices and
meeting minutes, signature verification summaries, withdrawals of candidacy,
qualifications and disqualifications.
Program staff verify candidate filings and qualifications, facilitate the petition process
for gatherers and verify petition signatures for candidacy filing or to form a political
party. They offer interpretation and support to county clerks for candidate filings and
verification and file documents relating the appointment of officials to fill vacancies in
instances where an official is disqualified, recalled, resigns or dies. Program staff also
monitor and document activities relating to U.S. presidential elections and maintain
and publish a list of open political offices during each election cycle.
Program Records
125 Candidate Filing Records
Retain 6 years, destroy
126 Open Office Lists
Retain 2 years, destroy
127 Political Party Formation Records
Retain 6 years, destroy
128 Presidential Election Records
Retain 8 years, destroy
129 Vacancies in Office Records
Retain 6 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
46
Systems of Record
Content Manager (CM)
EBS
OCVR (RETIRED 2023)
ORESTAR
ORVIS
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
47
Agency: Secretary of State
Division: Elections
Section: Elected Official Recall
Program Description
The process of elected official recall in Oregon is governed by the Oregon
Constitution, Article II, section 18, and ORS 249. The Elected Official Recall program
oversees the petitioning process for the recall of state-level elected officials. Local
government officials are responsible for the petitioning process for the recall of local
officials. Any registered voter of a district from which an official is elected or
appointed may file a recall petition. Petitioners must submit their signature sheets to
the Elections Division for approval before collecting signatures. Once collected, state
or county election officials verify the signatures. The Elections Division must notify the
elected official if a recall petition is deemed valid. Counties conduct recall elections
and deliver the results to the Elections Division, which determines the election
outcome (see the State and Local Election Administration program).
Program Records
130 Elected Official Recall Petition Records
Retain 6 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Mailing Lists
Systems of Record
Content Manager (CM)
OCVR
Oregon Case Management System
ORESTAR
ORVIS
NVRA
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
48
Agency: Secretary of State
Division: Elections
Section: Election Law Enforcement
Program Description
Pursuant to ORS 260, election complaints in Oregon may be filed with any elections
filing officer at the state or local level. The Election Law Enforcement program within
the Elections Division is the only entity with investigative and enforcement authority.
The Division is responsible for investigating allegations of election law violations,
except when the complaint involves the current Secretary of State or a candidate for
the Office of Secretary of State. Under these circumstances, investigation and
enforcement authority lies with the Oregon Attorney General.
The Division issues determination letters explaining their reasons for opening a case,
declining to investigate and their findings after an investigation is conducted. The
Division issues notices of proposed civil penalties to subjects when there is evidence
an election law violation occurred (ORS 260, and OAR 165, Division 12 and 13).
Division staff conduct contested case hearings for election law violations (OAR 165,
Division 1). When they believe a criminal violation of Oregon election law occurred,
the Division refers cases to the Oregon Attorney General.
The Safe Harbor Program within the Elections Division offers review of materials by
request from public agencies to ensure compliance with ORS 260.432.
Program Records
131 Contribution and Expenditure Penalty Records
Retain 10 years after case closed, destroy
132 Elections Law Complaint and Violation Cases
Retain 10 years after case closed, destroy
133 Elections Law Complaint and Violation Log
Retain 10 years, destroy
134 Safe Harbor Records
Retain 5 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
49
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
50
Agency: Secretary of State
Division: Elections
Section: Election Recounts
Program Description
Contested elections and election recounts in Oregon are governed by ORS 258 and
the Oregon Constitution. In the event of an automatic recount in a statewide contest,
the Elections Division coordinates the recount process, which is conducted at the
county level. The Division notifies county election precincts to conduct recounts,
collects fees from individuals requesting the recount, and coordinates the
reimbursement of election precincts for expenses incurred in the recount. The
Secretary of State Business Services Division processes fees and reimbursements.
Post election Hand Counts, Administrative Recounts and Risk Limiting Audits are
coordinated by the Elections Division under ORS 254 and OAR 165 Division 7 and
conducted by county election officials.
Program Records
135 Election Hand Count Records
Retain 6 years after election date, destroy
136 Election Recount Records
Retain 6 years after recount completed, destroy
137 Risk Limiting Audit Records
Retain 6 years after election date, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
51
Agency: Secretary of State
Division: Elections
Section: Initiative, Referendum and Referral
Program Description
The Elections Division facilitates the Initiative, Referendum and Referral processes
under Oregon Constitution, Articles II and IV, ORS 250, and OAR 165, Division 14.
Records kept for these purposes include prospective statewide initiative and
referendum petition records and signatures sheets. The Elections Division publicizes
the ballot title process, determines timelines, and tracks petitions throughout the
process. The Division registers state petition paid circulators and monitors chief
petitioners payroll/contract accounts for compliance with ORS 260, OAR 165 Division
14 the Oregon Constitution.
Program Records
138 Initiative and Referendum Chief Petitioner Accounts Records
Retain 6 years after election date, destroy
139 Initiative and Referendum Correspondence to Interested Parties
Retain 6 years, destroy
140 Initiative and Referendum Non-Qualified Petition Files
Retain 6 years after election date, destroy
141 Initiative and Referendum and Recall Signature Sheets
Retain 6 years after election date, destroy
142 Initiative and Referendum and Recall Petition Circulator Registration
Records
Retain 6 years after election date, destroy
143 Initiative and Referendum Records for Qualified Petition Files, 1992 –
[ongoing] 5 c.f.
Retain permanently, transfer to State Archives 4 years after election date
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
52
Agency: Secretary of State
Division: Elections
Section: State and Local Election Administration
Program Description
The Elections Division facilitates state and local election administration under the
authority of the Oregon Constitution, Article II, OAR 165, Division 7, and ORS Ch. 254
and 246. The Secretary of State, as chief elections officer, must maintain uniformity in
the application, operation, and interpretation of the election laws. The State and
Local Election Administration program oversees the conduct of local elections in
Oregon. The Division certifies voting machines and vote tally systems to ensure
elector secrecy and the integrity of votes cast using voting machines in Oregon,
issues directives to local officials on the conduct of elections, reports on election costs
and voter participation for general, primary and special elections, files the official
copies of statements and proclamations of the results of statewide elections, and
publishes abstracts of state election results.
The program also provides guidance and advice on application of election laws to
candidates and voters, maintains a host of manuals for candidates regarding
campaigning for local and state offices, produces campaign finance reporting
procedures and requirements, and publishes manuals on the candidate recall,
initiative and referendum, and vote-by-mail processes.
Program Records
144 Abstracts of Votes, 1902 – [ongoing] 4 c.f.
Retain permanently, transfer to State Archives after 4 years
145 Election Ballot Statements and Proclamations, 1970 – [ongoing] 2 c.f.
Retain permanently, transfer to State Archives after 20 years
146 Election Calendars
Retain 10 years, destroy
147 Election Cost and Participation County Source Records
Retain 2 years, destroy
148 Election Cost and Participation Final Reports
Retain 20 years, destroy
149 Election Directives
Retain 6 years after repeal of entire directive, destroy
150 Election Manuals
Retain 10 years, destroy
151 Election Security Plan Records
Retain 5 years after superseded or obsolete, destroy
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
53
152 Personal Information Exemption Requests
Retain 5 years after expiration, destroy
153 Vote-by-Mail Publications
Retain 10 years, destroy
154 Voting Machine and Vote Tally System Certification Records [ongoing]
10MB
a) Retain certificates of approval and supporting documentation 4 years after
system decertified or removed from service, destroy
b) Retain certification letters permanently, transfer to archives 4 years after
system decertified or removed from service
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Publication Preparation Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
54
Agency: Secretary of State
Division: Elections
Section: State Voters’ Pamphlet
Program Description
The State Voters’ Pamphlet program is responsible for compiling, publishing, and
distributing the State Voters’ Pamphlet for the primary, general, and statewide special
elections under the authority of ORS 251; and OAR 165, Division 16. The State Voters’
Pamphlet contains candidate statements, candidate photographs, ballot measure
arguments, explanatory and fiscal impact statements of ballot measures, and other
information to assist voters. Division staff format this information into the State Voters’
Pamphlet. The Secretary of State, State Treasurer, and the directors of the
Departments of Administrative Services and Revenue are required to prepare
statements of fiscal impact for all ballot measures that will expend public funds in
accordance with ORS 250. The appointment of a committee for each measure to draft
an explanatory statement for inclusion in the State Voters’ Pamphlet is required. The
Division coordinates hearings for fiscal impact and explanatory statements. Printing of
the pamphlet is contracted out to a printer. The Business Services Division is
responsible for the payment of printing costs.
Program Records
155 Explanatory Statement Committee and Hearing Records – Adopted
Measures, 1994 – [ongoing] 2 c.f.
Retain permanently, transfer to State Archives after 4 years
156 Explanatory Statement Committee and Hearing Records – Rejected
Measures
Retain 4 years after election date, destroy
157 Fiscal Impact Statement Committee and Hearing Records – Adopted
Measures, 1994 – [ongoing] 2 c.f.
Retain permanently, transfer to State Archives after 4 years
158 Fiscal Impact Statement Committee and Hearing Records – Rejected
Measures
Retain 4 years after election date, destroy
159 State Voters’ Pamphlet, 1902 – [ongoing] 8 c.f., 20MB
Retain permanently, transfer 1 copy of each language version to State Archives
after pamphlet published
160 State Voters’ Pamphlet Preparation Records
Retain 6 years after election date, destroy
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
55
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Administrative Rule Preparation Records
Attorney General Opinion Records
Policy and Procedure Guidelines and Manuals Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
56
Agency: Secretary of State
Division: Elections
Section: Voter Registration
Program Description
The Voter Registration program oversees state and local government compliance
with the National Voter Registration Act (NVRA), ORS 247 and OAR 165, Division 5.
The division is responsible for administering and maintaining the Centralized Voter
Registration system,
which is integral to managing and conducting elections in Oregon at both the state
and county levels. The Division produces several reports on the number of registered
voters in Oregon. The Division compiles voter registration information into a
breakdown of Oregon voters by party, county, congressional, state senate and house
districts. In odd-numbered years, the Division also prepares a report to the Federal
Election Commission in accordance with NVRA (11 CFR 8). This report identifies the
number of new valid voter registrations, the total number of valid or invalid voter
registrations received statewide since the last federal general election, the number
and type of agencies registering voters, and other voter information.
The Division is responsible for providing voter registration cards under ORS 247.
Program Records
161 Central Voter Registration System Records
Retain 5 years after system superseded or obsolete, destroy
162 Monthly Voter Registration Report Records
Retain 10 years, destroy
163 NVRA Agency Reporting Forms
Retain 2 years, destroy
164 NVRA Election Administration & Voting Survey
Retain 10 years, destroy
165 NVRA Sweeps Week Voter Registration County Source Records
Retain 2 years, destroy
166 NVRA Sweeps Week Voter Registration Records / Federal Election
Commission Report
Retain 10 years, destroy
167 Steering Committee Records
Retain 5 years after HAVA repealed/sunsets, destroy
168 Voter Registration Card Printing Requests
Retain 2 years, destroy
169 Voter Registration Card Request Forms
Retain 2 years, destroy
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
57
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Publication Preparation Records
Systems of Record
Content Manager (CM)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
58
Agency: Secretary of State
Division: Human Resources
Section: Administration
Program Description
The Human Resources Division provides centralized personnel services, advice and
assistance in the interpretation and application of policies and procedure and is
responsible for the oversight and conduct of personnel management activities in all
program divisions. HR ensures education and training is planned and available to
Secretary of State staff. HR also encourages diversity through leadership in Affirmative
Action plans, conferences, and other diversity events.
Program Records
170 Survey Records
Retain 4 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Forms Development Records
Policy and Procedure Guidelines and Manuals Records
Public Records Disclosure Request Records
Publication Preparation Records
Records Management Records
Payroll Records (OAR 166-300-0035)
Leave Application Records
Personnel Records (OAR 166-300-0040)
Affirmative Action Records
Complaint and Investigation Records
Employee Personnel Records
Equal Employment Opportunity, Oregon Workplace Fairness Act, and Public Civil
Rights
Systems of Record
SharePoint
Workday
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
59
Agency: Secretary of State
Division: Human Resources
Section: Recruiting
Program Description
The Human Resources Recruiting program is responsible for actively recruiting for
agency vacancies and assisting the agency divisions through the recruitment and
selection process.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Personnel Records (OAR 166-300-0040)
Criminal Background Check Records
Employee Personnel Records
Employment Eligibility Verification Forms (I-9) Records
Systems of Record
Workday
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
60
Agency: Secretary of State
Division: Human Resources
Section: Talent Development
Program Description
The Human Resources Talent Development program develops, designs, facilitates
and evaluates agency learning programs. Programs may be developed or procured
to meet federal, state, or agency training requirements. Talent Development
programs also assist the agency with divisional business planning and solving
business challenges.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Agency Training and Presentation Records
Business Plan Records
Contracts and Agreements
Personnel Records (OAR 166-300-0040)
Employee Training Records
Systems of Record
Workday
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
61
Agency: Secretary of State
Division: Information Systems
Section: Management and Administration
Program Description
Management and Administration is responsible for the oversight and direction of all
Information Systems Division (ISD) activities. These activities include providing the
Secretary of State agency with centralized hardware, software, telephony, application
development, network services, trouble-shooting services, and maintenance. This
program is also responsible for information technology (IT) strategic planning for the
agency and works on electronic government planning strategies and initiatives for
the agency. Management and Administration also works with the Secretary of State
Business Services Division and all agency division directors to prepare and track each
division’s IT budget review, approves all contracts for agency information system
projects and hardware and software acquisitions, and collaborates with other state
agencies on technology planning and initiatives. Management and Administration
represents the agency’s technology interests on various advisory groups and panels,
including the Chief Information Officer Council (CIOC), Oregon Association of
Government Information Technology Managers (OAGITM), and Oregon Geographic
Information Council (OGIC).
Program Records
171 Information Systems Director's Project Records
Retain 3 years after project completion, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals
Information Management Records (OAR 166-300-0030)
Information System Application Documentation
Information System Architecture Records
Information System Planning and Development Records
Systems of Record
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
62
Agency: Secretary of State
Division: Information Systems
Section: Application Development and Quality Assurance (QA)
Program Description
The Application Development program is responsible for managing the software
application lifecycle: Ensuring applications are thoroughly tested and delivering the
results expected by the agency. Application Development helps the Infrastructure
Operations team determine what they need to do in their daily, weekly, and monthly
activities to support the applications. The App/Dev team designs for, makes
recommendations for, collaborates with, and assists our business divisions.
The QA function provides various levels of software testing and test models used to
reduce the lifecycle costs of software applications and release packages by catching
defects, incorrect assumptions, and missed design elements before they hit the
production environment.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals
Information Management Records (OAR 166-300-0030)
Information System Application Documentation
Information System Planning and Development Records
Systems of Record
Confluence
ER/Studio
JIRA
OES (File System)
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
63
Agency: Secretary of State
Division: Information Systems
Section: Cybersecurity
Program Description
The Cybersecurity program is tasked with ensuring all agency information assets are
protected to ensure confidentiality, integrity, and availability, while protecting
information from unauthorized use or modification and from accidental or intentional
damage or destruction. To perform this function, the Security team has established a
framework to initiate and control the implementation of information security within
the agency. The determination of information sensitivity, and use of best practices,
state directives, and legal and regulatory requirements help determine the
appropriate levels of protection for that information.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals
Information Management Records (OAR 166-300-0030)
Cyber Security Records
Data Breach Records
Information System Application Documentation
Information System Planning and Development Records
Systems of Record
OES (File System)
Splunk
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
64
Agency: Secretary of State
Division: Information Systems
Section: Infrastructure
Program Description
The Infrastructure program is responsible for the management and administration of
information technology components that enable the delivery of internal and external
IT services. The Infrastructure team provides wiring, switching, routing, and perimeter
devices; connectivity to the statewide wide area network (WAN) maintained by the
Department of Administrative Services; connectivity to the Secretary of State local
area network (LAN); server administration, network and database backup and
recovery; software procurement, maintenance, and license renewal; and performs
system and network security activities. The program is also responsible for agency
database administration and security.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals
Information Management Records (OAR 166-300-0030)
Information System Application Documentation
Information System Planning and Development Records
Systems of Record
OES (File System)
SharePoint
WPEngine (Intranet)
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
65
Agency: Secretary of State
Division: Information Systems
Section: Project Management Office and Enterprise Architecture
Program Description
The Project Management Office (PMO) is the centralized team that provides
professional, consistent project management support across the agency.
Enterprise architecture (EA) is responsible for conducting enterprise analysis, design,
planning, and implementation for the successful development and execution of
agency strategy. Enterprise architecture applies architecture principles and practices
to guide organizations through the business, information, process, and technology
changes necessary to execute their strategies. These practices utilize the various
aspects of an enterprise to identify, motivate, and achieve these changes. Enterprise
architects are responsible for performing the analysis of business structure and
processes and are often called upon to draw conclusions from the information
collected to address the goals of enterprise architecture: effectiveness, efficiency,
agility, and durability.
Program Records
None
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals
Project Management Records
Information Management Records (OAR 166-300-0030)
Information System Application Documentation
Information System Architecture Records
Information System Planning and Development Records
Systems of Record
SharePoint
Oregon State Archives
Records Retention Schedule
Edition: November 2023 Schedule Number: 2023-0008
66
Agency: Secretary of State
Division: Information Systems
Section: Service Desk
Program Description
The Service Desk oversees all IT service requests, incidents, and problems; manages
and coordinates support issues; acts as the single and escalation point for all requests
and incidents; develops and matures phone/ticket escalation processes to ensure
free flowing escalation and information within the agency; and coordinates with the IT
team in determining the root cause of issues and communicates to internal and
external customers.
Service Desk also facilitates email services; software procurement, maintenance, and
license renewal; and system security. The program also provides network access and
security, drafts technology policies and procedures, and supplies analysis and
recommendations to divisions undertaking information system projects.
The Service Desk program is responsible for the maintenance of the telephone
systems for Secretary of State divisions located in the Public Service Building and the
State Capitol.
Program Records
172 Service Desk Customer Support Records
Retain 3 years, destroy
State Agency General Records Retention Schedule Records
Includes but is not limited to:
Administrative Records (OAR 166-300-0015)
Policy and Procedure Guidelines and Manuals
Information Management Records (OAR 166-300-0030)
Information System Application Documentation
Information System Planning and Development Records
Systems of Record
ManageEngine
